arizona state university retirees association … this, and will resume interviews in october. b....

ARIZONA STATE UNIVERSITY RETIREES ASSOCIATION

BOARD MEETING

MINUTES OF 11 September 2013

1

Board Members Present: Art Ashton, Barry Bruns, Barbara Bradford Eschbach,

Cecelia Fiery, Elmer Gooding, Karen Hammann, Glenn Irvin, Dick Kelly, Gary

Kleemann, Jo Madonna, Barry McNeill, Bill Moor, Bill Stasi, Jan Thompson, Hal White

Board Members Absent: Jeannette Robson

Ex-Officio Members Present: Abby Polito

Committee Chairs Present: Gary Anderson, Sue Blumer, Joan Leard, Wilma Mathews,

Connie McNeill, Val Peterson, Dave Schwalm, Linda Van Scoy

Executive Staff Present: Carol Moore

Guests Present: None

I. CALL TO ORDER

II. INTRODUCTIONS AND WELCOME TO GUESTS

III. ADOPTION OF TODAY’S AGENDA

MSPassed to adopt agenda.

IV. REVIEW AND APPROVAL OF THE MINUTES

8 May 2013 Board Meeting

MSPassed to accept minutes with one correction submitted by Connie McNeill.

The correction is to item IX.F.4 paragraph 2: Connie reported that the

membership forms as well as the ASURA database have been amended to

conform to the By-Laws to include the two new membership categories:

individuals who once worked for ASU but did not retire from ASU, and

individuals who retired from other universities. The first year of membership is

gratis.

V. FINANCIAL REPORT / TREASURER’S REPORT (BARRY BRUNS, CAROLYN MINNER)

A. REVIEW OF FINAL 2012-2013 FINANCIAL & EVENTS REPORT

MSPassed to accept the financial and events report

B. PRESENTATION OF 2013-2014 ASURA BUDGET

Barry Bruns reported on the budget and distributed a pie chart of the budget

breakdown. He indicated that there are no significant changes from last year’s

budget.

Connie McNeill asked about approximately $200 for renovating the conference

room. Barry B indicated that there were discretionary funds to cover that cost.

MSPassed to accept the 2013-2014 budget.


BOARD MEETING


2

VI. EX-OFFICIO REPORTS A. Alumni Association.

No report

B. Emeritus College

Elmer Gooding reported that this will be an active year for the Emeritus

College.

C. Human Resources No report.

D. University Club Liaison

No report.

E. University Liaison No report.

F. University Senate

No report.

G. University Staff Council No report.

H. Public Affairs

Abby Polito expressed her availability to assist ASURA with Public

Affairs issues.

VII. WHITE PAPER ON STRATEGIC GOALS

A. DISCUSS WHITE PAPER

Barry McNeill discussed the evolution of the goals identified in the White

Paper and emphasized their helpfulness in determining the focus and

direction of the organization. A survey seems appropriate to address the

first three goals, but probably not the fourth. Barry proposed that there be

five working groups to write questions for the survey areas. He outlined

an October-November timeframe to develop the survey, which will

probably be sent out in January. There were would be three surveys: one

for current members, one for lapsed members, and one for retirees who

have never joined the association.

Discussion ensued about the time and resources that will be necessary to

develop a good survey. The consensus was that the Association may need

to call on assistance from experts on surveys, and it may be most efficient

to involve expertise from the beginning of the project.

Some discussion arose about the time frame and communications with

ASU Human Resources to contact upcoming retirees. In the future, there


BOARD MEETING


3

may be a need for surveys to address specific issues, such as travel

preferences.

MSPassed unanimously to accept the proposal.

After the motion passed, Barry M distributed a sign-up sheet for the

groups to develop survey questions.

VIII. ASURA HISTORY BOOK

A. PRESENTATION OF FINAL COMMITTEE REPORT

Val Peterson reviewed the final report on the History Book project. Val

thanked the committee members and others who participated in the

project, especially Wilma Mathews and Judith Smith for their skilled

editing work, Mary Stevens for assistance with copyrights and legal

activities, Connie McNeill for extensive work on the Photo Gallery,

content and format of the book, as well as current website development for

book access online, and lastly the authors for their contributions.

Actual cost of the book was $2402 rather than the $3000 in the report.

Barry McNeill thanked Val and the Committee for an outstanding job on

the book. The Board offered its appreciation as well. Several board

members commended Val’s leadership in the project.

MSPassed to accept the report. The Committee has now completed its

work.

B. POLICY FOR DISTRIBUTION OF BOOK

Connie McNeill presented the plan to distribute the book. Barbara

Bradford Eschbach suggested an additional event, the luncheon at

Friendship Village for those who lack mobility. It appears that ASURA

has already received enough donations to cover the cost of printing the

book.

Bill Moor suggested personal presentations of copies to President Crow,

Virgil Renzuli, and the new Provost when that person is appointed.

Discussion ensued regarding distribution of remaining copies of volume I.

Bill Stasi moved to approve the proposal with Bill Moor’s suggestion

regarding personal presentation of copies, and Connie McNeill’s

suggestion that we should also allow organizers of other ASURA events to

have books available, at their option.

The motion Passed unanimously.

IX. STANDING COMMITTEE REPORTS A. Community Outreach Committee - Subcommittee Reports

1. Adopt-A-Family (Joan Leard)

Joan reported that the Committee is preparing for the upcoming year, and

currently requesting the name of family from Tempe schools worker. A

package will be prepared for the Thanksgiving holiday.


BOARD MEETING


4

2. Scholarship Committee (Sue Blumer)

Sue indicated that the Committee will begin advertising for scholarship

recipients. This year’s recipient will be featured in a Prime Times article.

Sue has been receiving inquiries this summer about the scholarship. She

thanked the Committee for their contributions and effort.

3. Video History Project (Linda Van Scoy)

Linda reported that the Committee did some work over the summer and

conducted two interviews. The total now is 95, but not all interviews are

edited. The Committee will look into hiring some student editors to assist

with this, and will resume interviews in October.

B. Events Committee and Subcommittee Reports 1. Events Committee Coordination (Jo Madonna)

Jo Madonna reported that eight ASURA members and two others

participated in a KAET Pledge Drive during the summer. It was a

successful and enjoyable event.

2. Luncheons & Special Events (Barbara Bradford Eschbach)

Barbara reported that there are three events scheduled: The Meet & Greet

(which has 71 participants), the Luncheon at Friendship Village Tempe,

and the Holiday Potluck, 19 Dec. The Committee will probably organize

the Fashion Show again in the spring.

3. Retirees Day

Barry McNeill reported that this Committee will meet 12 September for

the first time. It is just beginning its work.

4. Seminars (Jan Thompson)

Jan reported that the 1st Seminar is on 11 September. A major seminar is

scheduled for October 17: Part 1 will be on Medicare, Part 2 on ASRS

and ADOE, and Part 3 will be for questions and individual consultation

with the presenters. The Committee is planning a seminar on Wellness for

Seniors in January.

5. Travel (Gary Anderson)

Gary Anderson reviewed the trips planned so far: the 25 October trip to

Apache Junction to attend the Kingston Trio show (limit of 20 people),

and the 7 December Spirit of Phoenix Christmas Show. Gary Kleemann

discussed the 15 May trip to Russia.


BOARD MEETING


5

C. Finance Committee (Barry Bruns) 1. Golf Tournament (Dave Schwalm)

David reported that $4500 has been committed in sponsorships. The

tournament will be at Karsten on 11 November. He is hoping to have

around 80 golfers and would like to get more women out on the course.

2. Book Collection (Mary Stevens)

Mary reported that there is no quarterly statement available yet. There

were many book donations during the summer and it appears that

distributing the book donation forms with the membership renewal last

May was effective.

Wilma Mathews reported ASURA has been listed as a participant in the

Phoenix Public Library Books for Good project.

D. Government Liaison Council 1. ASRS General

No liaison

2. Legislature (Cecelia Fiery)

Barry McNeill reported that he believes Cecilia has registered as a

Lobbyist. Art Ashton inquired about access to a program that tracks

legislative bills and Abby Polito offered some suggestions he might

pursue.

E. Health Insurance Liaison Council 1. ADOA (Art Ashton)

Art reported on the upcoming Health Expo which should be very helpful.

Health providers as well as representatives from ADOA are present and

you can talk with them. He also pointed out that if anyone is having any

difficulty with a health care provider, there is a feature on the ADOA

website that can assist in resolving the issue.

2. ASRS

No Liaison has yet been identified. Cecilia Fiery will cover this in the

interim.

F. Membership and Communications Committee – Subcommittee Reports 1. Membership Update (Dave Schwalm)

David reported that membership is up over last year, and participation in

events has increased as well.

2. Prime Times (Wilma Mathews)

Wilma reminded the Board that the deadline for submissions is 23

September. She is receiving more material than Prime Times can handle

and is having to do more editing.


BOARD MEETING


6

3. Obituaries

No Report

4. History Committee (Val Peterson)

See VIII.A

5. Web Site and Database (Connie McNeill)

Connie reported that the ASURA membership enrollment form is being

modified to gather information about which health plans the members are

enrolled in. This information will help ASURA focus its health plan

efforts. New links have been added to the website and are marked with a

yellow “explosion”. The format for the Photo Gallery has been changed to

a black background.

X. UNFINISHED BUSINESS

Hal White inquired whether ASURA has a liaison from the University Senate.

Barry McNeill responded that he has been attempting to file this role. It has been

several years since we have had an active Senate liaison.

Hal also pointed out that during his tenure as President the Senate approved

having ASURA send a representative to the Senate meetings; currently no

representative has been attending, or even invited.

XI. NEW BUSINESS

XII. ANNOUNCEMENTS

Next Meeting: October 9 in CSB 303.

Carol Moore noted the new chairs for the conference room. She alerted the Board

to the building-wide issue with the office phone, which should be repaired in a

week or so. She noted that there is now a $50 food charge for all rooms in the

building except the cafeteria, and suggested that when the room is reserved, food

not be ordered.

Bill Stasi mentioned an upcoming campus tour that includes a building not

usually open to the public.

XIII. ACTION ITEMS

XIV. MEETING ADJOURNMENT

The meeting adjourned at 11: 15 a.m.

of 4 ASURA Financial Report 7/1/2012 thru 6/30/2013 Approved 9/12/2012

Account CategoriesApproved

Budget

Actual YTD

Amount% Realized/Expended COMMENTS

30,734 30,734

Events Registration Fees & Donations Collected 7,500 4,871 65%

Membership Donations ("Dues") 17,000 18,378 108%

General Operations Donations 2,000 2,467 123%

Sale of University History Book 0 570 Proceeds from sale at Retirees Day Event

26,500 26,286

Annual Report 150 99 66%

Events - Advertising 1,600 210 13%

Bylaws & Ballots 400 748 187%

Membership Drive 900 838 93%

Purchase of University History Book 0 653 Books to be sold at Retirees Day Event

Business Luncheons/Staff Appreciation 800 840 105% Tri-Univ Luncheon; Past Presidents' Luncheon

Events - All Costs Except Advertising 7,500 5,298 71% Includes $26.16 for Holiday Potluck Fundraiser

Seminars - All Costs 300 41 14%

Membership Database 1,200 1,293 108% This cost covers a full year + 2 months

Office Equipment & Supplies 1,000 1,702 170% Includes color laser printer approved by Board

Prime Times 0 645 5000 shells (expected to cover minimum of 2 years)

Retirees Day - Speaker & Guest Lunches 200 200

Retirees Day - Additional Support 750 750

Service Appreciation Gifts 500 484 97%

Transfer to History Book Project 0 500

Transfer to new Video History account 0 902

Transfer to new Adopt-a-Family account 0 1,555

Transfer to Special Projects 0 782

Foundation Management Fees 900 890 99%

16,200 18,429

10,300 7,857

41,034 38,591Increase (Decrease) in Fund Balance for Current Year

ASURA Operations - Income

Current Year Revenue

ASURA Operations - Expenses

Printing and Mailing Costs

Other Operations Costs

Total ASURA Operations Expenses

Total ASURA Operations Current Year Revenue

Balance Forward

Uncommitted ASURA Operations Funds



Budget

Actual YTD


Printing & Mailing CostsMembership Drive 1,500 1,458 97%

Prime Times 3,300 3,744 113% Includes Summer Edition missed at yearend

Other Public Affairs Operations CostsAnnual Meeting Refreshments 300 554 185%

Copier/FAX Equipment Annual Lease 1,900 0 0%

Miscommunication - Invoiced instead of direct billed -

Invoice was not received

7,000 5,755 82%

15,406 15,406

Adopt-A-Family Donations 445

Video History Donations 407

History Book Donations 500 165 33%

Transfer from Operations 0 782

Covers shortfall created after transferring donations

received for the History Book & Video History

Projects.

Bake Sale Income 0 237

Friends/Phx Library Book Sale Net Income 900 496 55%

Golf Tournament 0 8,667 Add'l $1000 received for upcoming tournament1,400 11,199

2012/2013 Scholarship 10,000 10,000

Golf Tournament 0 5,130

Video History Production Expense 0 502

Transfer 1/3 golf tournament net revenue to B. Winkles 0 846

Transfer 1/3 golf tournament net revenue to Endow. Scholshp 0 846

Transfer 1/3 golf tournament net revenue to Video History 0 846

Transfer to new Video History account 0 4,800

Transfer to new History Book account 0 575

Transfer to new Adopt-a-Family account 0 445

Foundation Management Fees 200 321 160%

10,200 24,310

-8,800 -13,111

6,606 2,295

Balance Forward

Special Projects

Special Projects - Income

Total Special Projects Current Year Revenue

Total Special Projects Expenses

Uncommitted Special Projects Funds


Special Projects - Expenses

Increase (Decrease) in Fund Balance for Current Year

Public Affairs Allocation

Total Operation Expenses Covered by PA



Budget

Actual YTD


Adopt-A-Family

Balance Forward 0 0


Adopt-A-Family Donations 2,000 578 29%

Transfer from Operations 0 1,555

Transfer from Special Projects 0 445Total Adopt-A-Family Current Year Revenue 2,000 2,578

Adopt-A-Family - Expenses

Adopt-A-Family 2,000 2,004 100%

Foundation Management Fees 42 46

Total Adopt-A-Family Expenses 2,042 2,050

Increase (Decrease) in Fund Balance for Current Year -42 529

Uncommitted Adopt-A-Family Funds -42 529

Balance Forward 0 0

Video History Donations 1,000 1,180 118%

1/3 net revenue from Golf Tournament 0 846


Transfer from Special Projects Account 0 4,800 Transfer includes donations less expenses incurred

Total Video History Current Year Revenue 1,000 7,728

Production 2,400 385 16%

Transfer to History Book Project 0 100 Donation posted to Video History in error

Equipment 0 1,795

Camcorder; 2 Memory Cards; Replacement Battery;

Battery Chargers; Mini-Blind; Camera Bag


Total Video History Expenses 2,450 2,346

-1,450 5,382

Uncommitted Video History -1,450 5,382

Balance Forward 0 0


Transfer from Special Projects 0 575

Transfer from Video History 0 100 Donation posted to Video History in error

History Book Donations 0 1,615

Total History Book Current Year Revenue 0 2,790

History Book 0 2,319 500 printed copies


Total History Book Expenses 0 2,402

0 388

Uncommitted History Book 0 388

History Book - Expenses

Video History - Expenses


History Book

History Book - Income


Adopt-a-Family - Income

Video History

Video History - Income





Budget

Actual YTD


Endowment Balance July 1 36,715 36,715

Invested Funds Gain (-Loss) 7,000 4,629

Transfer to Scholarship Endowment - Spending -900 -1,031 115% Accrued Payout

Foundation Management Fees -600 -569 95%

Transfer from Scholarship Endowment - Spending 1,778 1,778 100%

Current-Year Contributions 2,000 1,765 88% Member contributions

45,993 43,286

Scholarship Endowment - Spending

Balance July 1 1,778 1,778

Payout from Endowment 900 1,031 Accrued Payout

Reinvest in Endowment -1,778 -1,778

Scholarship Support from Endowment 0

Current-Year Contributions 0 846 1/3 of Golf Tournament Proceeds

900 1,877

46,893 45,163

Scholarship Endowment Fund

Scholarship Endowment - Principal

Total Scholarship Endowment Principal

Total Scholarship Endowment Spending

Total Scholarship Endowment

ASURA Event Report - 6/30/2013

Event Date(s)

Collected Refunded

Travel &

Related

Food,

Entertainment &

Related

Lodging &

Related Other Net Gain/Loss

Meet & Greet Luncheon 09/12/12 0.00 0.00 0.00 354.87 0.00 0.00 -354.87

Sante Fe, New Mexico Trip 10/15-10/18/12

*Fundraiser Golf Tournament 11/12/12 7,667.00 0.00 0.00 5,130.00 0.00 0.00 2537.00

Fall Luncheon 11/15/12 632.00 0.00 0.00 679.13 0.00 0.00 -47.13

**Fundraiser Holiday Potluck 12/13/12 0.00 0.00 0.00 26.16 0.00 0.00 -26.16

Wild West Day Trip 02/07/13 1,378.00 123.00 507.50 552.00 0.00 0.00 195.50

***Retirees Day 02/23/13 3,650.00 0.00 0.00 3,766.21 0.00 0.00 -116.21

Spring Fashion Show & Brunch 05/09/13 161.00 0.00 0.00 238.74 0.00 0.00 -77.74

Net gain (loss) - all completed non-fundraising events -426.61

Net gain (loss) - all non-fundraising events -426.61

**Net loss includes $26.16 for Holiday Potluck Fundraiser

Registration Fees Event Costs

C A N C E L L E D

*Collections include sponsor donations

***Collections include $950 support from Operations

Printing & Maiiling24%

Event Costs4%

Scholarship31%Adopt‐A‐Family

6%

Video History7%

ASURA History book

7%

Other Oper. Costs17%

Management Fees4%

Breakdown of ASURA Expenses July 1, 2012 to June 30, 2013

Dues57%Public Affairs

18%

Misc Fund Raiser4%

Golf Tournament3%

Donations‐History5%

Donations ‐other13%

Breakdown of ASURA Income July 1, 2012 to June 30, 2013

of 4 ASURA Financial Report 7/1/2013 thru 8/31/2013 Proposed 9/11/2013

Account Categories Last YearProposed

Budget

Actual YTD


30,734 38,591 38,591

Events Registration Fees & Donations Collected 4,871 5,000 0 0%

Membership Donations ("Dues") 18,378 18,000 2,730 15%

General Operations Donations 2,467 2,000 335 17%

Sale of University History Book 570 100 0 0%

25,100 3,065

Annual Report 99 100 0 0%

Survey & Ballots 748 800 0 0%

Membership Drive 838 900 223 25%

Paid Events 5,000 0 0%

Meet & Greet 355 400 69 17%

Seminar - All Costs 41 40 0 0%

Annual Meeting Refreshments 554 600 0 0%

Holiday Potluck & Fundraiser 26 50 0 0%

Retiree's Day - Presenter & Guest Lunches 200 200 0 0%

Retiree's Day - MU Room Fees 750 750 0 0%

Other Operations CostsScholarship Award 8,123 8,123 100% Balance of $10,000 paid from Endowment

Business Luncheons/Staff Appreciation 840 800 0 0%

Membership Database 1,293 1,000 0 0%

Office Equipment & Supplies 1,702 1,000 51 5%

Service Appreciation Gifts 484 500 0 0%

AROHE Membership Dues 100 0 0%

Transfer to Adopt-a-Family account 1,555 1,000 0 0%

Foundation Management Fees 890 900 61 7%

22,263 8,527

2,837 -5,462

41,428 33,129Uncommitted ASURA Operations FundsIncrease (Decrease) in Fund Balance for Current Year

ASURA Operations - Income


ASURA Operations - Expenses

Printing and Mailing Costs

Event Costs (exclusive of Advertising)

Total ASURA Operations Expenses

Total ASURA Operations Current Year Revenue

Balance Forward



Budget

Actual YTD


7,000 7,000 7,000

Printing & Mailing CostsMembership Drive 1,458 1,500 684 46%

Envelopes and Other 1,391 1,334 96% Letterhead & Return Envelopes

Prime Times 3,744 2,500 0 0%

Other Public Affairs Operations CostsConference Room Chairs 109 109 100% Chairs for conference room

Copier/FAX Equipment Annual Lease 1,500 1,306 87%Total Subsidized Expenses 7,000 3,432

0 3,568

15,406 2,295 2,295

Bake Sale Income 237 200 0 0%

Friends/Phx Library Book Sale Net Income 496 500 0 0%

Golf Tournament 8,667 9,000 0 0%

9,700 0

Golf Tournament 5,130 6,000 0 0%

Transfer 1/2 golf tournament net revenue to Endow. Scholshp 846 1,500 0 0% Last year split 3 ways with Winkle Endowment

Transfer 1/2 golf tournament net revenue to Video History 846 1,500 0 0% Last year split 3 ways with Winkle Endowment


9,400 0

300 0

2,595 2,295

Special Projects - Income

Total Special Projects Current Year Revenue

Total Special Projects Expenses

Uncommitted Special Projects Funds


Special Projects - Expenses


Public Affairs Allocation

Uncommitted PA Funds For Operations

Opening Balance

Balance Forward

Special Projects



Budget

Actual YTD


Adopt-A-Family

Balance Forward 0 529 529


Adopt-A-Family Donations 578 521 170 33%

Transfer from Operations 1,555 1,000 0 0%

Total Adopt-A-Family Current Year Revenue 1,521 170

Adopt-A-Family - Expenses

Adopt-A-Family 2,004 2,000 0 0%


Total Adopt-A-Family Expenses 2,050 3 0%

Increase (Decrease) in Fund Balance for Current Year -529 167

Uncommitted Adopt-A-Family Funds 0 695

Balance Forward 0 5,382 5,382

Video History Donations 1,180 1,000 85 9%

1/2 net revenue from Golf Tournament 846 1,500 0 0% Last year split 3 ways with Winkle Endowment

Total Video History Current Year Revenue 2,500 85

Production 385 5,000 0 0%

Equipment 1,795 150 0 0%


Total Video History Expenses 5,300 2

-2,800 83

Uncommitted Video History 2,582 5,465

Balance Forward 0 388 388

History Book Donations 1,615 105 105 100%

Total History Book Current Year Revenue 105 105

History Book 2,319 0 0

Foundation Management Fees 83 0 2

Total History Book Expenses 0 2

105 104

Uncommitted History Book 493 491

Adopt-a-Family - Income

Video History

Video History - Income



History Book - Expenses

Video History - Expenses


History Book

History Book - Income




Budget

Actual YTD


Endowment Balance July 1 36,715 43,286 43,286

Invested Funds Gain (-Loss) 4,629 4,300 0 0%

Transfer to Scholarship Endowment - Spending -1,031 -1,000 0 0%

Foundation Management Fees -569 -600 -648 108%

Transfer from Scholarship Endowment - Spending 1,778 1,000 0 0%

Current-Year Contributions 1,765 1,800 50 3%

43,287 48,786 42,688

Scholarship Endowment - Spending

Balance July 1 1,778 1,877 1,877

Payout from Endowment 1,031 1,000 0

Reinvest in Endowment -1,778 -1,000 0

Scholarship Support from Endowment -1,877 -1,877

1,031 0 0

44,318 48,786 42,687

Scholarship Endowment Fund

Scholarship Endowment - Principal

Total Scholarship Endowment Principal

Total Scholarship Endowment Spending

Total Scholarship Endowment

ASURA Event Report - 8/31/2013

Event Date(s)

Collected Refunded

Travel &

Related

Food,

Entertainment &

Related

Lodging &

Related Other Net Gain/Loss

Meet & Greet Luncheon 09/11/13 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Kingston Trio 10/25/13 0.00 0.00 0.00 0.00 0.00 0.00 0.00

*Fundraiser Golf Tournament 11/11/13 1,000.00 0.00 0.00 0.00 0.00 0.00 1000.00

Fall Luncheon TBD 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Spirit of Phoenix Chorus 12/07/13 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Fundraiser Holiday Potluck 12/19/13 0.00 0.00 0.00 0.00 0.00 0.00 0.00

**Retirees Day 02/23/13 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Spring Luncheon TBD 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Net gain (loss) - all completed non-fundraising events

Net gain (loss) - all non-fundraising events

Registration Fees Event Costs

*Collections include sponsor donations

**Collections include $950 support from Operations

Printing & Maiiling23%

Event Costs7%

Scholarship26%

Adtop‐A‐Family6%

Video History17%

Management Fees5%

Other Oper. Costs16%

2013‐2014 Budgeted Expenses

Dues56%

Public Affairs22%

Misc Fund Raiser2%

Golf Tournament9%

Donations11%

2013‐2014 Budgeted Expected Income

ASURA STRATIGIC GOALS AND PROPOSAL FOR ADDRESSING THE GOALS By Barry McNeill, September 7, 2013

Page 1 of 3

During the summer I sent out a request to the Board and Committee chairs for ideas

about what we might hope to achieve by surveying our membership. I received a

number of helpful suggestions and comments. As I thought about these I realized that

the proposed survey objectives could all be thought of as ideas for obtaining information

that would help the Board address underlying strategic goals0"KÓxg"nkuvgf"vjqug"dgnqy0"These are, of course, not new goals. Some actions that I know the Board has taken to

address them in the past include creating the Introductory Membership, expanding

membership eligibility, raising dues, holding the Golf Tournament and the Book Drive

creating our seminar programs.

I hope and believe we can agree that the objective for our survey is to obtain

information that will inform the Board as it considers actions that would address the first

three strategic goals0"Hqt"vjg"oquv"rctv."K"fqpÓv"vjkpm"vjcv"c"ogodgt"survey would be particularly helpful in addressing the fourth goal.

To obtain information for use in addressing Goal 4, I think we can ask the Finance

Committee to prepare a report on the long-term financial health of the organization with

recommendations as appropriate, and we can, as a Board, have discussions about

such things as merging with the Emeritus College, recruiting the volunteers to carry on

after us, etc.

!"#$"%&'()*+$,-)

‚ Goal 1 Î Increase Membership The Association exists only if it has members, and the benefits to members and

others are closely tied to the number of members: if we have more members our

potential benefits increase.

‚ Goal 2 Î Better Serve our Members The Association exists for its members and hence needs to do its best to offer

services that are desired by and beneficial to its members.

‚ Goal 3 Î Review Community Outreach Portfolio Engaging in community outreach has been one of the AssociationÓs long-standing activities. With over 30% of current expenses associated with outreach programs it

is important to determine if the portfolio needs to be adjusted.

‚ Goal 4 Î Ensure Long Term Health of the Association If the Association is to continue to be effective it is important to make decisions that

ensure financial health, suitable office space, and the existence of a committed and

active group of people to lead the organization and to carry out its functions.

)


Page 2 of 3

.#%$"'/&)0)1%2'%3'/&)!4#2%5)6/-"#47%/"-)

Step 1 of the proposed survey creation process which I send out this summer has been

completed with the creation of the Strategic Goals and it is now time to move onto

Steps 2 and 3 of the process.

!"%8)9)‒):#$;")!4#2%5)


Page 3 of 3

‚ Question Group 5 - Outreach Group 5 is to write question which address the issues associated with Goal 3. This

group will write questions only for the Members Survey. The objective would be to

determine a level of support for the current outreach projects and to see if there are

new projects the Association might consider.

There are two types of questions: Open ended and Closed or Structured. Open ended

questions require the responder to write something and offer the opportunity to get

some new ideas but are harder to analysis and the answers can go off topic. Closed

questions are easier to analyze but restrict the answers to those supplied. There are a

number of sources on how to write good questions. One published in Principle,

March/April 2009, page 46, is attached.

Each Question Group should prioritize its draft questions (most important to least

important) so that if it becomes necessary to drop questions due to survey length it will

be clear which questions to drop.

!"%8)=)‒)1%2'%3)

P R A C T I T I O N E R ’ S C O R N E R

Principal March/April 2009 www.naesp.org46

M A RY LY N N E D E R R I N G T O N

“The use of surveys

in the educational

community has grown

remarkably as a method

to collect data and

present evidence in

high-stakes decisions.”

survey that fits your needs, it’s more

likely you will not. That means you will

have to create one.

The way in which you write and pres-

ent both the questions and the response

choices determines how reliable your

results will be. The road to reliability

begins with a clear objective for each

question, a well-designed structure, and

a correct choice of responses to match

the question. When created in this

way, the survey will deliver consistent

responses with repeated use, which

leads to confidence in the results.

The following three steps will guide

you in developing an effective survey.

1. Creating the Right Questions

The most important step in the

survey process is the first one: Write

a question that will lead to a reliable

response. Here are some helpful points

to remember during the question

design process.

Do:

Make questions as clear, concise,

and simple as possible;

Cover one point only in each ques-

tion—the more specific the ques-

tion, the more likely the answer will

produce useful information;

Use familiar language—the reading

level of the survey questions should

match the reading level of your

respondents; and

A Three-Step Guide to Developing Effective SurveysTrue or False: Surveys help educational professionals make important decisions for school improvement.

OK, I’ll admit that’s a trick question. The answer depends on the quality of the

survey.

In my experience working with principals, survey data is often used as frequently

as student test scores to indicate school progress. When you administer a survey,

however, the challenge is to make sure it elicits responses that give you viable infor-

mation you can use. Although it’s possible you might find a previously developed

Make sure the meaning of the ques-

tion will be interpreted in the same

way by every respondent.

Don’t:

Phrase questions in the nega-

tive, using the word “not”—some

respondents will fail to read that

word, skewing the results;

Create leading questions—those

that point the respondent to a

particular answer;

Use words with emotional conno-

tations or stereotypes, including

gender or race demographics,

unless that information is specifi-

cally important to your results; and

Use jargon, slang, or unfamiliar

terms.

Here is an example from a recent

survey, with rewording suggested to

meet these guidelines.

Original wording: Over the past few

years, I have been encouraged not to fail

students.

Revised wording: During the past three

years, I have been encouraged by the school

administration to pass students who were not

sufficiently prepared for the next grade.

2. Using Ordinal Scales for Responses

The most commonly used way to

measure survey responses is with an

ordinal scale, sometimes referred to

as a Likert scale. An ordinal scale asks

respondents to rank their response on

a continuum from positive to negative.

The format of a typical five-level ordinal

scale is: Strongly agree; Agree; Neutral;

Disagree; Strongly disagree. However,

the savvy principal can also use other

response terms after determining the

choice that best matches the question.

Consider the following possibilities:

Magnitude. When you want to deter-

mine the degree of importance of a

question, you can offer responses such

as: To a very great extent; To a great extent;

To some extent; To a very little extent. Other

choices could be: Extremely; Moderately;

Slightly; Not at all. For example: How

much confidence do you have in your

child’s yearly achievement test results,

as reported during parent conferences?

A very great deal; A great deal; Quite a bit;

Some; Little; None.

Satisfaction. At times you might wish

to determine satisfaction with a process,

a program, or an event. Use response

items that will bring forth the intended

response. For example: Are you satisfied

with the 7 a.m. school start time? Very

satisfied; Somewhat satisfied; Satisfied; Some-

what dissatisfied; Very dissatisfied.

Here’s an alternate example: Using a

scale of 1 to 5, with 5 representing per-

fect satisfaction and 1 representing not

at all satisfied, how satisfied are you with

the 7 a.m. school start time?

Frequency scales. Always; Very often;

Fairly often; Sometimes; Almost never; Never.

Comparison scales. Much more than

others; Somewhat more than others; About the

same as others; Somewhat less than others;

Much less than others.

47www.naesp.org Principal March/April 2009

Endorsements. Definitely true; True; Don’t

know; False; Definitely false.

Paired Opposites. At times you may

find that paired opposites work better

than an ordinal scale for answering a

question. This method asks respon-

dents to plot their answer on a contin-

uum between the two opposing poles

(Bainbridge, 1989). Such responses

usually use a scale of 1 to 5, as shown

here:

Creative 1 2 3 4 5 Uncreative

Compatible 1 2 3 4 5 Incompatible

Friendly 1 2 3 4 5 Unfriendly

For example: Using a scale of 1 to

5, where 1 indicates friendly and 5

indicates unfriendly, please rate your

perception of the friendliness of our

school office staff when greeting you on

the phone.

3. Reviewing and Pretesting

Questions

Many inexperienced survey develop-

ers skip the review and pretest stage

of the survey question design process.

Although somewhat time-consuming,

this crucial phase is worth the invest-

ment and will result in a higher rate

of returned surveys and more reliable

data.

First, have your questions reviewed

by people knowledgeable about writing

survey questions, such as a local uni-

versity professor. Next, have your ques-

tions reviewed and answered by a few

potential respondents. When asking for

feedback, be specific and ask reviewers

to respond to the following:

Are instructions for completing the

survey clearly written?

Are the questions easy to understand?

Are response choices mutually

exclusive? Can only one choice be

made?

Is privacy respected and protected?

Do you have suggestions regard-

ing the addition or deletion of

questions, or any improvements in

format?

Which rating scale is best for these

responses?

In your own words, what does each

question mean to you? (Fink, 1995)

Open-ended Questions

Closed-question or forced-choice

surveys are likely to be more efficient

and practical for the busy principal to

administer and analyze. However, occa-

sionally you might need to ask opened-

ended questions such as “What reasons

do you have for choosing ABC Middle

School?” There are a few caveats about

these kinds of questions:

Open-ended questions are best

used when you don’t know all the

facets of an issue or believe there

are unanticipated answers you can’t

determine in advance;

Because they are more difficult to

compare and interpret, open-ended

questions are less likely to yield

reliable data without additional

time and effort; and

Open-ended questions also require

more time and thought from

respondents, thus the rate of return

may be disappointingly low.

The use of surveys in the educational

community has grown remarkably as

a method to collect data and present

evidence in high-stakes decisions—for

example, in principal evaluation or con-

tinued certification. To obtain reliable

information, focus on well-designed

questions and response choices.

Question: With these guidelines, how

likely are you to successfully create your

own survey and gather reliable results?

Answer: Extremely likely!

Mary Lynne Derrington, a former

principal, is an assistant professor of

educational administration at Western

Washington University. Her e-mail

address is MaryLynne.Derrington@wwu.

edu.

ReferencesBainbridge, W. S. (1989). Survey research:

A computer-assisted introduction. Belmont, CA: Wadsworth Publishing.

Fink, A. (1995). The surveykit 1. Thousand Oaks, CA: Sage Publications.

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ASURA Board Report に History Committee Final Report By Val Peterson, Committee Chairman

September 3, 2013

The work necessary to produce a book capturing the important history of the second decade of

the ASU Retirees Association (ASURA) has now been completed.

The early beginnings of this project took place at the December 2011 ASURA Board of Directors

meeting with a proposal made by Val Peterson to さIヴW;デW ;ﾐS ┌デｷﾉｷ┣W ; IﾗﾏﾏｷデデWW ﾗa ｷデゲ members to conduct necessary research and produce a written volume that captures the salient

historical information, documents, photos, etc. necessary to produce a historical written work

ゲｷﾏｷﾉ;ヴデﾗデｴW ;ゲゲﾗIｷ;デｷﾗﾐげゲｷﾐｷデｷ;ﾉ HﾗﾗﾆデｷデﾉWSが A DWI;SW ﾗa “┌IIWゲゲくざ The Board accepted the proposal, approved an initial project budget of $500, and Peterson was asked to chair the

suggested committee, to select committee members and move forward with the project. The

committeeげゲﾐ;ﾏW ┘;ゲ I;ﾉﾉWS the ASURA History Committee.

The committee structure was organized with eight (8) committee members and three (3)

technical consultants. Committee members included Val Peterson, chair, Sue Blumer, Joyce

Hartman Diaz, Elmer Gooding, Wilma Mathews, Dave Scheatzle, Judith Smith and Mary

Stevens. The Technical Consultants were Connie McNeill, Linda Van Scoy and Dean Smith. The

untimely death of Dean Smith shortly thereafter cut short his service on the committee. Over

time the other Technical Consultants were merged with the full committee to allow them the

opportunity to function as full-fledged committee members.

The first meeting of the ASURA History Committee was held in February 2012 where Dean

Smith shared his thoughts about the current project, gave insights into デｴW IヴW;デｷﾗﾐﾗa A“URAげゲ first decade history and offered suggestions for the current history project. At this meeting the

groundwork was laid for the strategy and approach needed to create the second decade history

of the association, the potential contents of the book and the role of each committee member.

Soon thereafter an outline for the book was generated which captured the vision of the book

envisioned by the committee which was intended to W┝IWWS デｴW ゲIﾗヮW ﾗa デｴW aｷヴゲデ Hﾗﾗﾆげゲ materials with the inclusion of additional information on programs, events and activities

beyond that discussed in chapters highlighting the ten presidents who served in the second

decade. With the book outline in place, authors for the various sections and chapters,

including the past presidents that served during the second decade were identified and asked

to document in a written article or chapter specific information that documented their

particular area of service, expertise or chairmanship. At this time the History Committee

determined that in order to reach all prospective readers, including those who were not

computer literate, consideration should be given to the production of a hard copy book in

addition to the digital or online version initially envisioned and approved by the Board. Also the

notion of identifying sponsors to help offset the costs of printing was suggested. These

recommendations were submitted to the Board for consideration and approval.

AゲデｴW Hﾗﾗﾆげゲ many authors finished their work, various committee members worked at editing the materials so as to meld their various writing styles and techniques into a uniform mode of

expression. Early in the year 2013 these materials all started to come together and a full

┘ﾗヴﾆｷﾐｪ Sヴ;aデﾗヴﾏ;ﾐ┌ゲIヴｷヮデﾗa デｴW Hﾗﾗﾆ ┘;ゲｪWﾐWヴ;デWS aﾗヴデｴW IﾗﾏﾏｷデデWWげゲ ┌ゲWく

Along with this effort, Connie McNeill worked independently to collect, digitize, label and

ﾗヴｪ;ﾐｷ┣W A“URAげゲヮｴﾗデﾗゲが ;ﾐS デﾗﾏ;ﾆW デｴW ヮｴﾗデﾗゲ ;┗;ｷﾉ;HﾉW ｷﾐ ; ゲW;ヴIｴ;HﾉW WWH-based photo gallery. Several people helped with this project, especially Barry McNeill and Hal White. The

committee met several times to select photos from the gallery for inclusion in the book, and

their selections, along with many others, were added to the text by McNeill. In addition,

MINWｷﾉﾉ Iﾗﾐ┗WヴデWS デｴW HﾗﾗﾆげゲデW┝デデﾗ ; aﾗヴﾏ;デゲ┌ｷデ;HﾉW aﾗヴヮヴｷﾐデｷﾐｪ ;ﾐS worked with Wilma Mathews and Val Peterson on the final edits. She also created a cover for the book, following

D;┗W “IｴW;デ┣ﾉWげゲゲ┌ｪｪWゲデｷﾗﾐデｴ;デｷデ HW デｴW ゲ;ﾏW ;ゲデｴW さFｷヴゲデ DWI;SWざ Iﾗ┗Wヴゲ W┝IWヮデ ┘ｷデｴ reversed colors, and she provided the digital files to the printer for the printing of both the

books and their covers. Connie agreed to prepare a version of the book that uses color photos

and to make that version available on the ASURA Web site.

In May 2013 a financial plan was submitted to the Board that fully identified the IﾗﾏﾏｷデデWWげゲ view of the need for a hard copy of the book, the suggestion of obtaining sponsors to help fund

デｴW Hﾗﾗﾆげゲヮヴｷﾐデｷﾐｪ ;ﾐS ゲヮWIｷaｷI ヮヴｷﾐデｷﾐｪ Iﾗゲデゲ aﾗヴデｴW Hﾗﾗﾆく AaデWヴ ; デｴﾗヴﾗ┌ｪｴ ;ﾐS デｴﾗ┌ｪｴデa┌ﾉ discussion of this matter the Board approved printing 500 copies of the book. The Board had

also requested the Financial Plan to include recommended and/or potential uses for the book

which was done.

Arrangements were made to have 500 copies printed by Alphagraphics for just over $3,300

with the copies delivered to the ASURA Office. Payment for the printing came from funds

raised by sponsors, ASURA members, ; ﾐWｪﾗデｷ;デWS ヮヴｷﾐデWヴげゲ SｷゲIﾗ┌ﾐデが and デｴW ヮヴﾗﾃWIデげゲ original budget of $500. The remaining balance was funded from the ASURA budget. The printing was

completed in July and the books delivered to a storage room designated by ASURA office staff.

Following the printing of the book, Mary Stevens worked through the filing process to have the

book copyrighted by the U.S. Copyright Office.

The second decade history books carrying the title A Second Decade of Success are now

awaiting final plans for their usage and distribution.

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ASURA MEMBERSHIP TOTALS2014 Membership Year

CountsAs Of

9/6/2013

As Of

9/6/2012

This Yr

-Last Yr More Counts

As Of

9/6/2013

As Of

9/6/2012

This Yr

-Last Yr

Current-year Members 549 513 36 By Former Employment CategoryRenewals from Prior Years (any prior year) 494 485 9 Faculty and Faculty w/ Admin Appt 248 241 7Introductory Members 55 28 27 Academic Professional 36 35 1Paid for the Current Year, Now Deceased 2 0 2 Staff 172 161 11

Service Professional 62 52 10Last Year's Members - Not Renewed 102 177 -75 Administrative 28 24 4

Members Last Year, Now Deceased 6 9 -3Having an Arizona Address 501 462 39

By Retired-from OrganizationRetired from ASU 541 N/A N/A Level of ActivityRetired from another university 0 N/A N/A Checked at least one volunteer area 76 51 25Former ASU employee, retired elsewhere 0 N/A N/A Attended at least one event this year 8 0 8Still employed at ASU 8 N/A N/A Attended an event ever 226 180 46

Logged in to Members-only Site (ever) 56 3 53By (Approx.) Time Since First Joining Made an additional donation this yr 177 12 165

Members for 0-2 Years 84 71 13Members for 3-5 Years 118 145 -27 Non-members in DatabaseMembers for 6-10 Years 146 104 42 Was a member at some time 377 372 5Members for more than 10 Years 201 193 8 Never a member 820 760 60

Deceased 100 74 26

By Communications They Want to Receive1

Upcoming Event Announcements (e-mail) 379 333 46Obituary Notices (e-mail) 318 277 41Prime Times (US Post) 521 508 13Other ASURA Communications (e-mail) 371 333 38None of The Above 12 5 7

1All members receive the annual Board of Directors ballot, and membership renewal notices. Those with e-mail addresses also receive confirmation notices (by e-mail)

about renewal, event registrations, and donations.

Note: Since membership enrollment forms are mailed in May, we begin processing them, with associated dues and donations, before the start of the membership/fiscal

year. Therefore it is not possible to use these counts to determine the correct dollar value of membership donations in the current fiscal year.

9/10/2013 1 of 1

2013_09_11Agenda.pdf2013-05-08 ASURABoardMinutesCorrectedCopy2013_06_30EventReport2013_06_30FinancialReport2013_08_31Event Report2013_08_31FinancialReport2013_09_11WhitePaperOnStrategicGoalsASURAGoalsAndPotentialSurveysRev01.pdfPreparingQuestionsNAESP

2013_09_11HistoryProjectFinalReport2013_09_11BookDistributionProposal2013_09_06MembershipTotals

arizona state university retirees association … this, and will resume interviews in october. b....

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